Privacy Policy

1. Introduction

Biashara Books ("we", "our", "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, store, and safeguard your information when you use our website at biasharabooks.com, our point-of-sale and business management software, mobile applications, APIs, and related services (collectively, the "Service").

We process personal data in accordance with the Kenya Data Protection Act, 2019, and other applicable data protection laws. This Policy applies to all users of the Service, including business owners, their employees, and any other individuals whose data is processed through the Service.

By using the Service, you consent to the collection and use of your information as described in this Policy. If you do not agree, please do not use the Service.

2. Who We Are

Biashara Books is the data controller for personal data collected through our website and marketing activities, and a data processor for Customer Data processed on behalf of our business customers. Our registered address is Mwembe Tayari, Mombasa, Kenya. For privacy inquiries, contact us at support@biasharabooks.com.

3. Definitions

• "Personal Data" means any information relating to an identified or identifiable natural person.
• "Processing" means any operation performed on Personal Data, including collection, storage, use, disclosure, and deletion.
• "Data Subject" means the individual to whom Personal Data relates.
• "Customer Data" means data our business customers upload or enter into the Service.
• "Sub-processor" means a third party engaged by us to process Personal Data.

4. Information We Collect

We collect information in the following ways:

4.1 Information You Provide Directly

• Account information: name, email address, phone number, company name, business address, and password when you register.
• Billing information: payment method details, billing address, and transaction history when you subscribe to a paid plan.
• Business data: sales, inventory, purchases, customer and supplier records, employee records, and other business information you enter into the Service.
• Communications: messages you send to our support team, feedback, and survey responses.
• Identity verification: documents or information we may request to verify your identity where required by law.

4.2 Information Collected Automatically

• Usage data: pages visited, features used, actions taken, session duration, and clickstream data.
• Device information: IP address, browser type and version, operating system, device type, and unique device identifiers.
• Location data: approximate location derived from IP address.
• Cookies and similar technologies: as described in our Cookie Policy.

4.3 Information from Third Parties

• Payment processors (e.g. M-Pesa, banks) confirming transaction status.
• Integration partners (e.g. WooCommerce, Shopify) when you connect them to the Service.
• Analytics providers that help us understand how the Service is used.

4.4 Information About Others

If you enter information about your customers, suppliers, or employees into the Service, you are responsible for ensuring you have the lawful basis to do so and for providing any required notices to those individuals.

5. How We Use Your Information

We use the information we collect for the following purposes:

• Providing the Service: creating and managing your account, processing transactions, generating reports, and delivering the features you use.
• Billing and payments: processing subscription fees, sending invoices, and managing renewals.
• Communication: responding to support requests, sending service announcements, security alerts, and administrative messages.
• Improving the Service: analyzing usage patterns, diagnosing problems, and developing new features.
• Security: detecting, preventing, and addressing fraud, abuse, and security incidents.
• Legal compliance: complying with applicable laws, regulations, and lawful requests from authorities.
• Marketing: sending promotional communications where you have opted in (you can opt out at any time).

6. Legal Bases for Processing

We process Personal Data on the following legal bases:

• Contract: processing necessary to perform our contract with you (e.g. providing the Service).
• Legitimate interests: processing necessary for our legitimate business interests (e.g. improving the Service, preventing fraud), where not overridden by your rights.
• Consent: where you have given explicit consent (e.g. marketing communications).
• Legal obligation: processing necessary to comply with the law.

7. Cookies and Tracking

We use cookies and similar technologies to operate the Service, remember your preferences, and analyze usage. For detailed information, see our Cookie Policy. You can control cookies through your browser settings, but disabling essential cookies may affect the Service's functionality.

7. Cookies and Tracking

We use cookies and similar technologies to operate the Service, remember your preferences, and analyze usage. See our Cookie Policy for details. You can control cookies through your browser settings.

8. How We Share Information

We do not sell your Personal Data. We may share information in the following circumstances:

• Service providers: trusted third parties who help us operate the Service, including hosting, payment processing, email delivery, analytics, and customer support. These providers are bound by confidentiality and data protection obligations.
• Integration partners: when you connect third-party services (e.g. WooCommerce, QuickBooks), data is shared as necessary for the integration to function.
• Legal requirements: when required by law, court order, or governmental request, or to protect our rights, property, or safety.
• Business transfers: in connection with a merger, acquisition, or sale of assets, your data may be transferred to the successor entity, subject to this Policy.
• With your consent: when you have given us permission to share.

9. International Transfers

Your data may be transferred to and processed in countries outside Kenya where our service providers operate. Where we transfer Personal Data internationally, we implement appropriate safeguards, including standard contractual clauses, to ensure your data remains protected.

10. Data Security

We implement industry-standard security measures to protect your data, including:

• Encryption of data in transit (TLS) and at rest.
• Access controls and authentication, including two-factor authentication for administrative access.
• Regular security assessments and monitoring.
• Isolated databases for each tenant workspace to prevent cross-tenant data access.
• Regular backups to protect against data loss.

No method of transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security. You are responsible for safeguarding your account credentials.

11. Data Retention

We retain Personal Data for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements. When you close your account, we may retain certain data for a limited period as required by law or for legitimate business purposes. After this period, we securely delete or anonymize your data.

12. Your Rights

Subject to applicable law, you have the right to:

• Access the Personal Data we hold about you.
• Correct inaccurate or incomplete data.
• Delete your data, subject to legal retention requirements.
• Restrict or object to certain processing.
• Portability — receive your data in a structured, machine-readable format.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with the Office of the Data Protection Commissioner (ODPC) in Kenya.

To exercise these rights, contact us at support@biasharabooks.com. We will respond within the timeframe required by law.

13. Children's Privacy

The Service is not intended for children under 18. We do not knowingly collect Personal Data from children. If we become aware that we have collected such data, we will delete it promptly.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the Service at least 30 days before they take effect. Your continued use of the Service after changes take effect constitutes acceptance of the revised Policy.

15. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Biashara Books
Mwembe Tayari, Mombasa, Kenya
Email: support@biasharabooks.com
Phone: +254 796 057 905
Website: biasharabooks.com

You also have the right to contact the Office of the Data Protection Commissioner (ODPC) in Kenya if you believe your data protection rights have been violated.

10. Data Security

We implement industry-standard security measures, including encryption in transit and at rest, access controls, regular backups, and isolated databases for each tenant workspace.

12. Your Rights

You have the right to access, correct, delete, restrict, or object to the processing of your Personal Data, to data portability, and to withdraw consent. You may also lodge a complaint with the ODPC. Contact support@biasharabooks.com to exercise your rights.

15. Contact Us

Biashara Books
Mwembe Tayari, Mombasa, Kenya
Email: support@biasharabooks.com
Phone: +254 796 057 905
Website: biasharabooks.com